Citizen Participation: Requirements and Best Practices for CDBG-MIT - PowerPoint PPT Presentation

Citizen Participation: Requirements and Best Practices for CDBG-MIT 1 2019 CDBG-MIT PROGRAM

Presenters • From HUD: • Jen Carpenter, Assistant Director of Policy, DRSI • Mikayla Catani, CPD Specialist, DRSI • From Enterprise Community Partners: • Jordan Pearlstein, Senior Program Director, Civic Engagement & Fair Housing 2 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Webinar Agenda • Introduce the Presenters • Define Citizen Participation • Describe CDBG-MIT Citizen Participation Requirements • How they differ from CDBG-DR Requirements • Present Citizen Participation Good Practices • Citizen Participation Plan • Citizen Advisory Committee • Resourcing Citizen Participation • Citizen Participation Case Study • Share Additional Resources • Q&A 3 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Defining Citizen Participation What is it? Any process that involves the public in: • Idea generation • Problem solving • Decision making • Collaborative action 4 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Defining Citizen Participation Why does it matter? • Improves understanding • Makes better decisions and solutions • Strengthens acceptance and support • Fosters more accountable decision-makers • Increases social capital 5 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Overview of CDBG-MIT Citizen Participation Requirements • Develop or amend citizen participant plan for disaster recovery to reflect the CDBG-MIT requirements. • Consult with stakeholders. • Publish Action Plan for mitigation on required public website for no less than 45 days to solicit public comment. • Substantial amendments for no less than 30 days • Convene the required amount of public hearings on the proposed Action Plan. • Respond to public comments. • Update public website regularly, including with additional required documents. • Form one or more Citizen Advisory Committees. • Respond to citizen complaints. 6 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan “Each grantee must amend its existing citizen participation plan or adopt a new plan that incorporates the CDBG-MIT specific citizen participation requirements outlined in this section.” 7 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Stakeholder Consultation Grantees must consult with • States • Indian tribes • Local governments, including any CDBG Entitlement grantees • Federal partnership • Nongovernmental organizations • Private sector • Other stakeholders and affected parties in the surrounding geographic area • Any separate agency of the jurisdiction that is responsible for development of the FEMA HMP for the grantee’s jurisdiction, including coordinating with the State Hazard Mitigation Officer 8 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Public Website • Disaster mitigation must be navigable from homepage • Update website at least monthly • Provide information accounting for how CDBG-MIT funds are used, managed and administered • Required items available on website: • Action Plan (including all amendments) • Quarterly Progress Reports (QPRs) • Procurement policies and procedures • All executed contracts paid with CDBG-MIT funds • State or goods currently being procured 9 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Public Hearings Number of required public hearings based CDBG-MIT Allocations: Under $500 Million • At least 2 public hearings in different locations within MID Areas • At least 1 prior to publication of Action Plan for public comment $500 Million or More • At least 3 public hearings in different locations within MID Areas • At least 1 prior to publication of Action Plan for public comment $1 Billion or More • At least 4 public hearings in different locations within the MID Areas • At least 2 prior to publication of Action Plan for public comment 10 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Public Hearings Civil Rights Requirements • Must be held in facilities that are physically accessible to persons with disabilities • If physical accessibility is not achievable, prioritize alternative methods of product or information delivery (e.g. recording and posting hearings online, web simulcast, videoconference, tele- conference, etc.) • Effective communication requirements for persons with disabilities and meaningful access for persons with Limited English Proficiency. 11 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Public Comment • Publish Action Plan for Mitigation on grantee’s required public website for no less than 45 calendar days for public comment. • Substantial Amendments require 30-day public comment period. • Consider all comments, received orally or in writing. • Provide summary of comments to HUD with Action Plan or Substantial Amendment. 12 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Advisory Committee New requirement • Must be formed following approval of Action Plan, but also can be formed as part of Action Plan preparation process • Form one or more citizen advisory committees to: • Meet in an open forum, at least twice per year • Provide transparency • Serve as an ongoing public forum to inform CDBG-MIT projects and programs 13 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Complaints • Provide written response to every citizen complaint within 15 working days of receipt of complaint. • Forward complaints on fraud, waste, and abuse of governments funds to HUD OIG Fraud Hotline • 1-800-347-3735 • hotline@hudoig.gov 14 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Differences Between CDBG-DR and MIT Requirement CDBG-DR CDBG-MIT Stakeholder States, Indian tribes All DR requirements plus consult agency Consultation Local governments (including CDBG Entitlement that is responsible for development of the grantees), Federal partnership, FEMA HMP, including the State Hazard Nongovernmental orgs, Mitigation Officer Private sector, Other stakeholders and affected parties Public Hearings None < $500 million: 2 public hearings > $500 million: 3 public hearings > $1 billion: 4 public hearings Public Comment 15-30 days for Action Plan 45 days for Action Plan 15-30 days for Substantial Amendment 30 days for Substantial Amendment *as amended by notices Citizen Advisory None At least one after Action Plan approved Committee (can be more and before) 15 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Good Practices on Citizen Participation 16 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Requirement “Each grantee must amend its existing citizen participation plan or adopt a new plan that incorporates the CDBG-MIT specific citizen participation requirements outlined in this section.” 17 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 18 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 19 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 20 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 21 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 22 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM

Citizen Participation Plan: Key Steps 1) Gain Internal Commitment 2) Learn from the Public 3) Select the Level of Participation 4) Define the Decision Process and Identify Citizen Participation Objectives 5) Design the Citizen Participation Plan --Adapted from IAP2’s “Five Steps for Public Participation Planning” 23 2019 CDBG-MIT PROGRAM 2019 CDBG-MIT PROGRAM